TRAVEL AND EXPENSE REIMBURSEMENT

Effective Date
July 1989 
Last Revision Date
April 2026 
Policy Owner
Vice President of Administrative Services

1. Policy & Purpose 

The Board of Trustees recognizes that travel may be necessary for employees, Board members, and students as part of their College responsibilities Individuals traveling on behalf of the College should be aware that they are using College funds, primarily sourced from state and local taxes and student tuition. Therefore, the processes for travel approval, monitoring, and reporting must be comprehensive to ensure alignment with the responsible use of resources and support the College's mission.

Consequently, the College's policy is to endorse travel that is reasonable and necessary for advancing its educational mission. The College will reimburse employees, Board members, and students for reasonable expenses incurred while performing authorized duties. 

Last Review Date: April 2026

History
Adopted July 19, 1989 
Reformatted April 27, 2010 
Revised: April 9, 2026

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Procedure 3910A

TRAVEL AND EXPENSE REIMBURSEMENT

Effective Date
July 1989 
Last Revision Date
April 2026 
Policy Owner
Vice President of Administrative Services

1. Procedure

Mileage for Using Personal Vehicle 
Mileage reimbursement rates shall be set by administrative regulation approved by the College President. 

Meals 
Expenses for meals shall be paid on a per diem basis. No receipts are required. The reimbursement rates and associated restrictions are set by administrative regulation approved by the College President. 

Current per diem rates are available at www.gsa.gov. Travelers using the per diem rates will be reimbursed at 75% of the total Meals and Incidental Expenses (M&IE) per diem rate for the first and last day of travel. Reimbursement for all other travel days will be at 100% of the M&IE. If a meal is provided by the conference or event, the employee should exclude that meal from the total M&IE per diem rate.  

Lodging 
The reimbursement rates and associated restrictions are set by administrative regulation approved by the College President. Receipts are required. Whenever possible, lodging expenses should be paid directly by the College. For in-state travel, ensure that the lodging provider has the College's tax-exempt number and that sales tax is excluded from the final invoice. 

Miscellaneous Expenses 
The College shall make reimbursements for other approved, necessary, and reasonable expenses. 

Last Review Date: April 2026

History
Adopted July 19, 1989 
Reformatted April 27, 2010 
Revised: April 9, 2026